Executive Office Assistant

1 week ago

Edmonton, Canada MU Health Full time

**Job Description: Executive Office Assistant**

Schedule: Monday - Friday 8:00-4:30 pm

The MacEwan University Health Centre is a new state-of-the-art primary care clinic, located in downtown Edmonton, focused on the Patient-Centered Medical Home model which provides patient-centered, comprehensive, coordinated, and accessible care based on the patient’s needs. MUHC’s unique academic teaching, medical home model of health care provides a friendly, supportive, caring and learning environment. Along with supporting work-life balance and a positive team environment, we empower our staff to enhance their skills, to foster growth and development with educational opportunities

**Duties and Responsibilities**
- Manage schedules, including organizing meetings and handling correspondence efficiently.
- Maintain an organized calendar, prioritizing appointments and commitments.
- Serve as a liaison between executives and internal/external stakeholders, ensuring clear and effective communication.
- Prepare and distribute internal and external communications as necessary.
- Prepare reports, presentations, and other documents with attention to detail.
- Maintain an organized filing system for easy retrieval of information.
- Assist in planning and executing projects by tracking deadlines and following up on deliverables.
- Support project teams in administrative tasks as needed.
- Organize travel itineraries, bookings, and accommodations for Management and Centre Director
- Ensure all travel logistics are handled efficiently and in a cost-effective manner.
- Schedule and prepare for meetings, including creating agendas and taking minutes.
- Ensure all necessary materials are prepared and available for attendees.
- Handle sensitive information with discretion and maintain strict confidentiality.
- Ensure that confidential documents and communications are secured appropriately.
- Conduct research and gather information to support decision-making processes.
- Present findings in a clear and concise manner.
- Oversee office supplies and equipment maintenance, ensuring a productive work environment.
- Run errands as needed (e.g., office supply purchases, meeting preparations, refreshments).
- Address issues as they arise, providing timely solutions to facilitate operations.
- Anticipate potential challenges and proactively offer solutions.

**Qualifications**
- Completion of accredited office admin or relevant education preferred.
- Minimum 2 years’ experience.
- Proven experience as an executive assistant or in a similar role.
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to handle confidential information with integrity.
- Strong problem-solving skills and a proactive mindset.

We provide competitive compensation, professional development, and a full benefits package:

- Medical/Dental/Vision
- Maternity Leave
- Parental Leave
- Paid Holidays
- Vacation/Paid Sick Leave
- RRSP

PLEASE NOTE:
All employees are required to be fully vaccinated against COVID-19 or have an approved accommodation.

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